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Events Coordinator

The City of Greenacres
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Introduction
*The City of Greenacres' Compensation Plan allows for hiring at a maximum rate of up to 20% above the minimum range for the position based on experience, education, training, and specialized or unique knowledge, skills and abilities over and above the minimum requirements.
Thank you for your interest in employment with the City of Greenacres. At a minimum, you must be able to meet the following requirements:
  • Must have graduated from an accredited high school, or have obtained a State of Florida G.E.D. certificate or equivalent.
  • Must possess a valid State of Florida driver's license.
  • Must be of good moral character.
  • Must submit to a post-offer physical examination with drug screen. The offer of employment will be conditioned on the results of testing and/or examinations.

Individuals with disabilities who will need reasonable accommodation in order to complete a test must inform the City of Greenacres a minimum of 48 hours prior to the administration of the test. Documentation supporting the need for accommodation must be submitted a minimum of 48 hours prior to the administration of the test. (29CFR1630.14(a)App.).
REQUIRED INFORMATION AND DOCUMENTS
A minimum of three (3) professional/personal references with current contact information must be provided within the application. 
Please upload the following documents to the application:  
  • H.S. Diploma/G.E.D. Certificate
  • College Diploma (if applicable)
  • Veterans Preference documentation (if applicable)
  • Military DD214 Form (if applicable)
  • Military Discharge Certificate (if applicable)
Applications received without required attachments will be considered incomplete.
Essential Duties & Responsibilities

Position Summary: Responsible for the planning, coordination, execution, and supervision for the City sponsored and co-sponsored community events, event marketing, implementation of senior programs; CRS department sponsorships, donations, and fundraising activity, as assigned.

Essential Duties and Responsibilities: 
(The duties listed are intended to serve as an example of the typical functions performed. They are not exclusive or all-inclusive and will vary with assignments.) 
  • Plans, coordinates and executes all community events, senior programs, and special senior events.
  • Promotes City event and local business sponsorships, partnerships, and donations. 
  • Coordinates and maintains all logistic operations related to all City and co-sponsored events, senior activities and other special events/projects. 
  • Plans, prepares, records and reconciles budget related to all event and program revenues and expenses.
  • Identify and purchase equipment and supplies within department event budget, and conduct quarterly inventory to track quantities, location, etc. 
  • Secures and records all sponsorships obtained; record revenue; ensure criteria listed on Sponsorship Matrix for funding levels (Platinum, Gold, Silver and Bronze) is met. 
  • Serves as the City’s liaison for other special, community and neighborhood events.  
  • Assist other City departments with projects, events and sponsorships, as requested.
  • Confirms all logistical set-up with Public Works, PBSO, Health Dept., event vendors, volunteers, parking lot owners, etc. for every event. 
  • Coordinates pre/post event meetings with relevant City personnel, PBSO personnel and the Explorer’s, businesses, schools, and all vendors, and completes After Action Reports for event evaluation purposes. 
  • Collects information to complete monthly reports and quarterly performance measures.
  • Conducts presentations to community organizations, businesses, schools, etc.
  • Coordinates all event related Request for Quotes, contracts, and vendor agreements for; equipment, tents, sound, entertainment, performers, inflatables/amusements, food/beverage, etc., and monitors for compliance. 
  • Completes and executes all of the event related contractual personnel and vendor agreements, and monitors for compliance accordingly. 
  • Coordinates with front desk vendor payments and sponsorship deposits into RecTrac, and reconciles payments. 
  • Monitors all event marketing; City website, social media, CityLink, Annual Report, memo’s, press releases, thank you letters, city marquees, and provides updated information to appropriate staff for dissemination.  
  • Arranges for meetings and presentations to community groups, schools, and businesses to promote partnerships, sponsors, and co-sponsored event opportunities.
  • Works with related city resources to ensure and maintain event security, safety, and equipment. 
  • Administers basic First-Aid & CPR, as required.
  • Work evenings, weekends and holidays, as required. 
  • Assist with front desk coverage, customer service inquiries, rentals, classroom set-up and breakdown, as requested.
  • Ensures adherence to City policies and procedures.
  • Performs other duties as assigned.

Knowledge of:
  • Practices, implementation and marketing of recreational programs.
  • Event planning, entertainment and hospitality techniques, guidelines and procedures.
  • Workload management.
  • Supervision and employee management. 
  • Budgeting and expense reconciliation.
  • Scheduling, organizing, and administering community events and programs. 
  • Banquet and facility rental functions and the catering industry.
  • Operations of Audio/Visual equipment.
  • Games, sports, arts and crafts, programs, and related activities.
  • Basic office practices, procedures and equipment.
  • Customer service and public speaking practices and procedures.
  • Community resources for city events, sponsorships, and cultural opportunities.

Ability to:
  • Work in a fast-paced environment and with a diverse population.
  • Handle various situations with mature judgment.
  • Organize work assignments and resources to provide timely, effective and efficient operations.
  • Communicates to appropriate program supervisor any problems, conflicts or concerns.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with co-workers, other city departments, vendors, and the general public.
  • Provide excellent customer service.
  • Use computer software including Microsoft Office, Power Point, RecTrac, and other programs.
  • Maintain high standards for professional and ethical conduct.
  • Follow safety rules and regulations of the City and the Department.
  • Support the Department’s and City’s Mission, Values and Goals.

Education & Experience
  • Possession of a bachelor’s degree from an accredited college or university in the areas of Recreation, Leisure, Event Management, Hospitality, or Business Administration, or related field.
  • Two (2) years of professional experience coordinating and executing large public events, senior activities, recreation services and activities.
  • One (1) year of fundraising and sponsorship experience, preferred.
  • An equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities may be substituted for the minimum qualifications.
  • Crowd Manager Training required within six (6) months of employment.
  • First Aid, CPR and AED certification within six (6) months of employment.
  • Possess and maintain a Florida Driver's License.